Rental Property Maintenance Log
Show what was reported, when, and how quickly it was dealt with — which is what disputes actually turn on.
RP-01 1 page
Premises and facilities checks · PF-08
Building Defect Report Form
A free printable defect report — location, what it is, whether anything is unsafe now, then the response and completion, all dated.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Get a defect reported in writing with a date on the report, the response and the completion, so it can be chased rather than remembered.
Who it is for
Landlords and tenants, village halls, churches, schools, offices, managing agents and anyone maintaining a building used by others.
How to use it
- Report it in writing even when you have also said it out loud.
- Say what is unsafe or unusable now — that is what sets the priority.
- Record whether it was made safe temporarily, and how.
- Take a photograph and note the reference.
- Do not close it until the work is actually complete.
What is on the sheet
One page, top to bottom:
Printed under the title: One defect, reported properly: where it is, what it is, how urgent, and what happened about it.
Report, response, completion — all dated. A defect reported verbally is a defect nobody can chase. This form exists so the report, the response and the completion all carry a date.
Write-on lines: Building or site · Report number · Date · Reported by · Exact location · Contact for access
The defect
Ruled lines: What it is, when it started, and what it is affecting
Write-on lines: Is anything unsafe or unusable now · Has it been made safe temporarily · Urgency, in your own words · Photograph reference
Response
Table, 3 rows: Date · Who attended · What was done · Parts or contractor needed · Complete
Write-on lines: Closed on · Signed off by · Cost, if recorded
Related sheets
New Build Snagging List
Keep every fault in a new build on one dated sheet, so the record of what was reported and when exists in your handwriting rather than in a builder's inbox.
MB-04 1 page
Home Service History Register
Keep one continuous record of everything that has been serviced, repaired or replaced, so the history of the building exists in one place rather than in a drawer of loose invoices.
PR-02 1 page
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